A
Funding Level Tool Guidelines
V 2.0
Disclaimer
This document is not a stand-alone document and does not contain the entirety of Disability Employment
Services Providers' obligations. It should be read in conjunction with the Disability Employment Services Deed
and any relevant Guidelines or reference material issued by the Department under or in connection with
Disability Employment Services Deed.
Funding Level Tool Guidelines
TRIM ID: D14/422443
Effective Date: 25 August 2014
Table of Contents
Background ............................................................................................................................... 3
Information used by the Funding Level Tool ............................................................................ 4
Flow Chart – Funding Level Tool Allocation.............................................................................. 5
Disability Employment Services Deed 2012-2015 Clauses: ...................................................... 6
Reference Documents relevant to these Guidelines ................................................................ 6
Explanatory Notes: .................................................................................................................... 6
Funding Level Tool Guidelines: ................................................................................................. 7
Attachment A – Additional Information ................................................................................. 12
Triggers to recalculate a Funding Level .................................................................................. 12
Completing the JSCI ................................................................................................................ 12
Updating ESAt/JCA information .............................................................................................. 13
Funding Level Tool Screen ...................................................................................................... 13
Attachment B .......................................................................................................................... 15
Funding Level Tool Guidelines
TRIM ID: D14/422443
Effective Date: 25 August 2014
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Funding Level Tool Guidelines
Document Change History:
Version
Start Date
Effective Date
2.0
25 Aug 14
25 Aug 14
End Date
Change & Location
Reflect change from DEEWR to DSS
Restructure content to incorporate Frequently
Asked Questions
1.2
5 Dec 11
5 Dec 11
25 Aug 14
Narrative: References to Job Capacity
Assessments/Employment Services
Assessments modified throughout to reflect
terminology changes.
Updates to terminology and addition of
information related to new Funding Level Tool
screen released in the Department’s IT System.
Clarification of reasons why the JSCI might
become inactive (Step 3 p10)
1.1
24 Mar 11
24 Mar 11
5 Dec 11
Narrative: General restructure of FLT process
(p5 and pp7-10).
Clarification of trigger reasons and Funding
Level Tool factors (Step 1c, p7).
List of Funding Level Tool factors (Step 3, pp710).
Policy: Clarification of JSCI policy (p4).
Attachment: Authority for Centrelink to update
Interpreter information added (Attachment A)
1.0
15 Jan 10
01 Mar 10
24 Mar 11
Original version of document
The Department of Social Services is herein referred to as ‘the Department’.
Background
Disability Employment Services – Employment Support Service (DES-ESS) has two Funding
Levels (1 and 2) for the payment of Service Fees, Job Placement Fees and Outcome Fees to
reflect the differing levels of assistance required by Participants. Participants in Funding
Level 2 are assessed as more likely to require more intensive assistance than Participants in
Funding Level 1. Eligible School Leavers in DES-ESS default to Funding Level 2.
The Funding Level Tool is an automated system tool which assesses Participant information
and allocates the most appropriate Funding Level. Participants are allocated an initial
Funding Level by the Funding Level Tool when they are referred to DES-ESS. DES Providers
should ensure that all information regarding a Participant is up to date and maintained
accurately on the Department’s IT System, particularly prior to commencing the Participant,
to ensure that the first Service Fee is generated at the correct Funding Level.
The Guidelines explain the procedures that a DES Provider must undertake to ensure the
correct Funding Level has been allocated for a Participant and the actions a DES Provider
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Effective Date: 25 August 2014
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can take should new information become available that indicates a change in Funding Level
may be applicable.
Information used by the Funding Level Tool
The Funding Level Tool uses objective information sourced from a number of different
places. Not all of this information is able to be directly viewed or updated by a DES Provider.
Information is sourced from:
 Centrelink data through the Job Seeker Registration Record
 the Employment Services Assessment (ESAt) /Job Capacity Assessment (JCA)
 Job Seeker Classification Instrument (JSCI) data.
The table below lists the factors that are taken into account by the Funding Level Tool, the
source of the data and whether the data is displayed on the Funding Level Tool screen.
Source
Displayed on FLT screen
Age
Factors
Job Seeker Registration Record
Yes
Gender
Job Seeker Registration Record
Yes
Non-English Speaking Background
Job Seeker Registration Record
Yes
Aboriginal or Torres Strait Islander
Job Seeker Registration Record or JSCI
Yes
Unemployment rate in participant’s Labour region
Job Seeker Registration Record
Yes-postcode
Labour market region of the Participant
Job Seeker Registration Record
Yes-postcode
Interpreter required
Job Seeker Registration Record
Yes
Primary carer of a child aged under 7
Job Seeker Registration Record
Yes
Not contactable by phone
Job Seeker Registration Record
Yes
Unemployment duration
Job Seeker Registration Record
No
Benefit Type at time of commencement
Job Seeker Registration Record
No
Total time in receipt of income support
Job Seeker Registration Record
No
Permanent disability type
ESAt / JCA
Yes
Barrier type
ESAt / JCA
Yes
Baseline work capacity
ESAt / JCA
Yes
Work capacity with intervention
ESAt / JCA
Yes
Support Required
ESAt / JCA
Yes
Total number of disabilities
ESAt / JCA
No
Total number of barriers
ESAt / JCA
No
Total number of support required
ESAt / JCA
No
Impairment rating
ESAt / JCA
No
Highest Level of Education
JSCI
Yes
Vocational Qualification
JSCI
Yes
Criminal Conviction
JSCI
Yes
Stability of residence
JSCI
Yes
Work History
JSCI
Yes
Family Status
JSCI
Yes
Job Seeker Classification Instrument Score
JSCI
Yes - Limited
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TRIM ID: D14/422443
Effective Date: 25 August 2014
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Flow Chart – Funding Level Tool Allocation
Note: This should not be read as a stand-alone document, please refer to the Disability
Employment Services Deed.
Funding Level Tool Guidelines
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Effective Date: 25 August 2014
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Disability Employment Services Deed 2012-2015 Clauses:
Clause 82 – Disputed Assessments
Clause 120 – Funding Levels for Disability Employment Services – Employment Support
Service
Clause 101 – Change of Funding Level for Disability Employment Services – Employment
Support Service Providers
Annexure A – Definitions
Reference Documents relevant to these Guidelines
Job Seeker Classification Instrument Guidelines
Referral for an Employment Services Assessment Guidelines
Explanation of the Job Seeker Classification Instrument Questions Supporting Document
Explanatory Notes:
1.
2.
All capitalised terms have the same meaning as in the Disability Employment Services Deed
In this document, ‘must’ means that compliance is mandatory and ‘should’ means that
compliance represents best practice.
Shaded areas in the flow charts denote activities that are undertaken by the Participant, the
Department or Centrelink.
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Funding Level Tool Guidelines:
Who is Responsible:
1a. Employment Services
Assessor/Job Capacity
Assessor
A Participant is referred to
DES-ESS
What is Required:
Most referrals to DES-ESS will occur following an ESAt/JCA.
Note: Eligible School Leavers who Direct Register with a DES-ESS
Provider will automatically default to Funding Level 2. These
Guidelines do not apply to Eligible School Leavers.
 Proceed to Step 2.
1b. The DES Provider
Participant discloses new
information
A DES-ESS Participant may disclose new or updated information
such that information contained in the Job Seeker Registration
Record, JSCI or ESAt/JCA is found to be incomplete or no longer
accurate.
 Proceed to Step 5.
1c. The Department’s IT
system
Funding Level Tool is
triggered to recalculate
while the Participant is in
DES-ESS
The Funding Level Tool will recalculate for Participants that are
Pending or in Employment Assistance when one of the
following trigger events occurs:
a) Where there is a change in one of the factors it uses in its
calculations that would result in a change of that factor’s
score
b) Where a job seeker moves to Employment Assistance from
Post Placement Support
c) Where a job seeker recommences in Employment Assistance
following an exit
or
d) Where a Participant is transferred to a new DES Provider.
Note: Changes to factors in a) above may be initiated by a DES
Provider, Centrelink, Employment Services Assessor or Job
Capacity Assessor.
A Participant’s Funding Level will not be triggered to recalculate
while they are in Post Placement Support. The Funding Level in
place on the Anchor Date will be maintained during the period
the Participant is tracking towards a 13 Week or 26 Week
Outcome.
 The Funding Level Tool is triggered to re-run, Proceed to
Step 6.
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Who is Responsible:
What is Required:
2. The Department’s IT
System
A Participant will be automatically allocated Funding Level 1 or
2 by the Department’s IT system based on their individual
characteristics.
Participant is assigned a
Funding Level on referral
3. The DES Provider
DES Provider should ensure
all Funding Level Tool
information recorded for a
Participant is correct,
including:
- Centrelink data on
the Job Seeker
Registration Record
- JSCI
- JCA
Refer to:
- Job Seeker
Classification
Instrument
Guidelines
- Referral for a
Employment Services
Assessment
Guidelines
- Explanation of the
Job Seeker
Classification
Instrument Questions
Supporting Document
 Proceed to Step 6.
The Funding Level Tool uses information from a number of
sources including the ESAt/JCA, JSCI, and Centrelink data, as
displayed on the Job Seeker Registration Record.
To ensure that a Participant is allocated the most accurate
Funding Level, the DES Provider should ensure that all
information contained in the Participant’s Job Seeker
Registration Record, JSCI and ESAt/JCA is current and complete.
Job seeker registration record
The Funding Level Tool draws on the following information
contained in the Job Seeker Registration Record:
 Benefit Type at time of Commencement in DES-ESS
 Total time in receipt of income support
 Age
 Gender
 Non-English Speaking Background
 Aboriginal or Torres Strait Islander
 Interpreter required
 Unemployment duration
 Labour market region of the participant
 Unemployment rate in Participant’s labour market
region
 Primary carer of a child aged under seven
 Not contactable by phone.
For income support recipients the above information is sourced
from Centrelink data and generally cannot be updated by the
DES Provider.
The DES Provider will, however, be able to update the
Interpreter field on the Registration screen in the Department’s
IT System, if it has been left blank by Centrelink.
If the Interpreter field is already populated in the Department’s
IT System, the DES Provider will be unable to change the field
themselves. The DES Provider may arrange for this field to be
updated by faxing the completed “Authority for Centrelink to
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Effective Date: 25 August 2014
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Who is Responsible:
What is Required:
update interpreter Information” form to Centrelink (see
Attachment A).
JSCI
The Funding Level Tool draws on the following information
contained in the JSCI:
 JSCI score
 Highest Level of Education
 Vocational Qualification
 Criminal Conviction
 Stability of residence
 Work History
 Family Status.
All DES-ESS Participants should have an active JSCI, to ensure
that the most accurate Funding Level is calculated for a
Participant. If information in the JSCI is found to be incomplete
or inaccurate, or the JSCI becomes inactive the DES Provider
should conduct a JSCI reassessment.
The JSCI will become inactive when:
- The Participant re-registers with Centrelink after an
allowable break period of 13 weeks; or
- The Participant’s Centrelink registration has been
inactive for 182 days.
Refer to the Job Seeker Classification Instrument Guidelines and
Explanation of the Job Seeker Classification Instrument
Questions Supporting Document for further information on the
JSCI process.
ESAt/ JCA
The Funding Level Tool draws on the following factors
contained in the ESAt/JCA:
 Permanent disability type
 Total number of disabilities
 Barrier Type
 Total number of barriers
 Baseline work capacity
 Work capacity with intervention
 Support Required
 Number of ‘Support Required’ fields identified
 Impairment rating.
If there is missing or incorrect information in the ESAt/JCA, the
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Effective Date: 25 August 2014
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Who is Responsible:
What is Required:
DES Provider may request a review of the ESAt/JCA decision
within 28 days of the ESAt/JCA being submitted in the
Department’s IT System. Refer to the Referral for an
Employment Services Assessment Guidelines for further
information on the ESAt/JCA review process.
 DES Provider ensures all Participant information is
correct, Proceed to Step 4.
4. DES Provider
DES Provider Commences
Participant in DES-ESS
A DES Provider should ensure all Participant information is
accurate prior to commencing the Participant. This is to ensure
that the first Service Fee is generated at the correct Funding
Level.
 DES Provider Commences Participant in the
Department’s IT System, Proceed to Step 6.
5. DES Provider
If the Participant has a change of circumstances or discloses
new information to the DES Provider after Commencement, the
Participant has change of
DES Provider may conduct a JSCI reassessment to record the
circumstances, DES Provider: latest information for the Participant. Refer to the Job Seeker
- updates JSCI
Classification Instrument Guidelines and Explanation of the Job
information
Seeker Classification Instrument Questions Supporting
and/or
Document for further information on the JSCI process.
- refers Participant to
ESAt if appropriate
If new information becomes available more than 28 after an
ESAt/JCA is submitted, the Provider may refer the Participant
Refer to:
for a Change of Circumstances Reassessment ESAt, in
- Job Seeker
accordance with the Referral for an Employment Services
Classification
Assessment Guidelines.
Instrument
Guidelines
 Participant information is updated, Proceed to Step 6.
- Referral for an
Employment Services
Assessment
Guidelines
- Explanation of the
Job Seeker
Classification
Instrument
Supporting Document
6. The Department’s IT
The Department’s IT System automatically calculates a
System
Participant’s Funding Level based on the Participant’s current
Centrelink data on the Job Seeker Registration Record, JSCI and
The Department’s IT System ESAt/JCA information. The Participant data displayed on the
calculates Funding Level for
Funding Level Tool screen will be updated with the Participant
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Effective Date: 25 August 2014
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Who is Responsible:
the Participant
What is Required:
details used in the calculation.
A Funding Level Tool recalculation may or may not result in a
change of Funding Level for a Participant.
 If the Participant’s Funding Level does not change, End
of Process.
 If Participant has a change of Funding Level, Proceed to
Step 7.
7. The Department’s IT
System
DES Provider is notified of a
change in Funding Level
An automated Noticeboard Message will be produced to notify
the DES Provider that Funding Level has been set at the time of
referral or where there is a change in the Funding Level. The
Noticeboard message will remain on the Department’s IT
System for 14 days after calculation.
The history table on the Funding Level Tool screen will be
updated to show the new funding level including the start date
and time and trigger event.
End of Process.
Funding Level Tool Guidelines
TRIM ID: D14/422443
Effective Date: 25 August 2014
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Attachment A – Additional Information
Triggers to recalculate a Funding Level
Participants that are Pending or are in Employment Assistance will have their Funding Level
recalculated when one of the following trigger events occur:
 Where there is a change in one of the factors the Funding Level Tool uses in its
calculations that would result in a change of that factor’s score (may be sourced
from the ESAt/JCA, JSCI or Centrelink data)
 Where a Participant moves to Employment Assistance from Post Placement Support
Where a Participant recommences in Employment Assistance following an Exit
or
 Where a Participant is transferred to a new DES Provider.
This could mean that a Funding Level 1 Participant could be reassessed as a Funding Level 2
Participant or vice versa.
A Participant’s Funding Level will not be triggered to recalculate while they are in Post
Placement Support. The Funding Level at the Anchor Date will be maintained during the
period that the Participant is tracking towards a 13 Week or 26 Week Outcome. Any change
to a Participant’s circumstances during Post Placement Support will be taken into account
for Funding Level recalculation if the Participant returns to Employment Assistance.
Completing the JSCI
All DES-ESS Participants should have an active JSCI, to ensure the most accurate Funding
Level is calculated. DES Providers have access to create and update a JSCI for their own
Participants and should do this when a Participant:
•
is Directly Registered and is a Volunteer (Non‐activity Tested)
•
discloses new information to the DES Provider
•
does not have a Centrelink Customer Reference Number (CRN)
or
•
does not have an active JSCI.
Information recorded in the JSCI accounts for seven factors used by the Funding Level Tool,
including but not limited to a Participant’s work history, education history and family status.
For these factors, the JSCI includes a number of questions and responses that capture a
Participant’s circumstances. These responses are displayed on the Funding Level Tool
screen. If a Participant does not have an active JSCI, important information may not be
taken into account by the Funding Level Tool’s calculations and may result in a lower
Funding Level being allocated.
If a Participant discloses new information about their circumstances, the DES Provider
should refer to the Participant’s responses in the JSCI to determine if a Reassessment needs
to take place. When the DES Provider conducts a JSCI update, they must print out the JSCI
report from the Department’s IT System. When the Participant or advocate has checked the
responses and signed each page to signify that the responses are correct, the DES Provider
must retain a signed copy of the JSCI report on file and provide a copy to the Participant or
advocate. Copies or originals of any documents provided by the Participant or advocate that
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substantiate the changes to the JSCI, should be retained by the DES Provider. A file note
should also be created explaining the circumstances that led to the Change of
Circumstances reassessment.
Further information on the JSCI process can be found by referring to the Job Seeker
Classification Instrument Guidelines and Explanation of the Job Seeker Classification
Instrument Questions Supporting Document.
Updating ESAt/JCA information
Where a DES Provider considers that information contained in the ESAt/JCA is incomplete or
inaccurate, they may request a review from the Employment Services Assessor or Job
Capacity Assessor within 28 days of the ESAt/JCA being submitted in Department’s IT
System. The DES Provider will need to explain their view, presenting the reasons and
evidence for questioning the report. If the Employment Services Assessor/ Job Capacity
Assessor agrees with the DES Provider, then they should amend the report. If the
Employment Services Assessor or Job Capacity Assessor does not agree with the DES
Provider, their decision is final and the DES Provider must provide DES-ESS assistance to the
Participant in accordance with the Current Assessment.
If a Participant has a change of circumstances, or discloses new information to the DES
Provider more than 28 days after the ESAt/JCA is submitted, the DES Provider may refer the
Participant for a Change of Circumstances Reassessment in accordance with the Referral for
an Employment Services Assessment Guidelines.
Funding Level Tool Screen
There is a Funding Level Tool screen in the Department's IT System to provide a history of
the Participant’s Funding Levels and to display data used in the Participant’s latest Funding
Level calculation. The screen is located under Plans and Assessments on the left hand
navigation panel in the Department’s IT System.
DES Providers can use the information available on this screen to determine if the
information used in a Participant’s Funding Level calculation is complete and accurate.
History Tab
The Funding Level History table on the history tab displays a Participant’s Funding Level
history from the date of referral to the current DES Provider, including their Funding Level,
start date and time, end date and time, trigger event and end reason for each Funding Level.
The table will always show the most recent trigger event that resulted in the Participant’s
Funding Level. Any changes to a Participant’s Funding Level will be stored in the table.
For example, a Participant has an ESAt submitted which triggers a Funding Level calculation
resulting in Funding Level 2. After this the Provider updates the Participant's JSCI which
triggers another Funding Level calculation resulting in the Participant remaining at Funding
Level 2. As the update of the JSCI was the most recent trigger for the Funding Level Tool,
JSCI will be displayed as the trigger reason even though this calculation did not cause a
change to the Funding Level.
Funding Level Tool Guidelines
TRIM ID: D14/422443
Effective Date: 25 August 2014
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Automated Noticeboard Messages
DES Providers may wish to keep track of changes to a Participant’s Funding Level through
Automated Noticeboard Messages. These Messages are posted each time a Participant’s
Funding Level changes and remain on the Noticeboard for 14 days after the change occurs.
These Messages contain both trigger dates and trigger reasons. For example:
- Funding Level x due to Centrelink data update
- Made to Funding Level x due to JSCI update
- Made to Funding Level x due to JCA assessment
or
- Made to Funding Level x by initial assessment.
Funding Level Details Tab
The Funding Level details tab displays a selection of Participant data used in the most recent
Funding Level calculation. Where a field on this tab is blank it means that the information
for that factor is not available in the system for the Funding Level Tool calculation. In these
instances Providers should take appropriate action to update this information such as
completing the JSCI or updating the Job Seeker Registration Record.
Data on this tab will be populated at the time of a Participant’s first Funding Level Tool
calculation. The Funding Level details tab will update each time the Funding Level Tool is
recalculated regardless of whether the Funding Level changes.
Funding Level Payment History
The Job Seeker Service Cycle table on the Job Seeker Payments screen shows a history of a
Participant’s Funding Level at the time key payments are due, or when they move between
programme phases.
The Job Seeker Service Cycle table does not display the date a Participant’s Funding Level
changes. The table only updates with a change in Funding Level at key payment dates or
when the participant moves to a new programme phase. For example:
This table has recorded “Funding Level 1 Assessed” on 21 June. This is not the date the
Participant’s Funding Level changed. The table has simply updated with the Participant’s
current Funding Level the day before the next Service Fee is due (22 June).
From the Job Seeker Service Cycle table, the DES Provider will be able to ascertain that the
Participant’s Funding Level has changed at some point since the last Service Fee was
claimable. However, DES Providers will not be able to use this table to determine the exact
date of change.
Funding Level Tool Guidelines
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Effective Date: 25 August 2014
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Attachment B
Authority for Centrelink to update Interpreter information
Purpose of this form
This form must be used when a DES Provider requests Centrelink to update the “Interpreter
Required” field in a Participant’s Job Seeker Registration Record.
The need for an interpreter extends to people who have a hearing or speech impairment
and should be recorded as Auslan or other Sign Language. Please note that an interpreter
type of “ENG English” indicates that a Participant does not require an interpreter.
Participant’s Full Name in BLOCK LETTERS
....................................................................................................................................
JSID: ........................................................
CRN: ........................................................
Declaration:
I...................................................................................................................................................
..............
(Full Name of Participant/Legal Guardian)
of.................................................................................................................................................
..............
(Address)
Authorise Centrelink to update my/the above Participant’s income support information to
indicate that I/the above Participant require the following interpreter type:
.......................................................
(Interpreter required)
Signed:........................................................
(Signature of Participant/Legal Guardian)
Dated:..........................................................
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Effective Date: 25 August 2014
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